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Timesheets
Track time efficiently, manage entries, and submit for approval.
Overview
The Timesheets section is where all time tracking happens in Hidma. Whether you're a team member logging your daily work or a manager approving hours, this is your central hub for time management.
What You Can Do
For All Users
Time tracking in Hidma is designed to be fast and flexible. As a team member, you can track your time across as many projects and jobs as needed, logging hours by individual days or filling in entire weeks at once. The system understands that many people have recurring work patterns, so you can copy last week's entries to this week with a single click rather than re-entering everything manually. Your timesheet provides instant visibility into your total hours worked and shows the split between billable client work and non-billable internal activities, helping you understand your productivity patterns at a glance.
When your week is complete, you can submit your timesheet to your manager for approval with one button click. The submission locks your entries to prevent accidental changes while maintaining a clear audit trail of what you worked on. And if you're often away from your desk, Hidma's mobile interface lets you log time from anywhere - on site with clients, between meetings, or during your commute home.
For Managers
If you supervise a team, the Manage Timesheets view gives you centralized oversight of everyone's time tracking. You can approve team timesheets in bulk when you're confident in the accuracy, or review them individually when you need to verify details. Before hours flow through to billing, you have the opportunity to review everything and ensure it's correct, protecting both your revenue accuracy and client relationships.
When you spot errors or entries that need clarification, you can reject them with explanatory comments, sending them back to the team member for corrections before resubmitting. The system also provides team utilization views showing you productivity metrics across your group, helping you spot capacity issues or identify who might be overloaded. On busy days when you're not at your desk, mobile approval with swipe gestures lets you process timesheets quickly from your phone.
Key Features
⏱️ Live Time Tracker
Track time as you work with a timer that follows you on every page. Start with one click, fill in the details later, and have the time flow into your timesheet when you stop.
🎯 Quick Time Entry
Add hours in seconds with the intuitive grid interface - just click a cell, enter hours, and save.
📋 Copy & Reuse
Copy last week's entries to this week with one click. Perfect for recurring work patterns.
✅ Approval Workflow
Managers can approve multiple timesheets at once, ensuring accurate billing and payroll. Accidental approvals can be undone within a 30-second grace period, with full administrators able to revert after that window.
📱 Mobile Time Tracking
Log time from anywhere using Hidma's mobile interface with gesture controls.
💼 Billable vs Non-Billable
Track all your time while clearly marking what's billable to clients vs internal work.
Common Workflows
Daily Time Entry
The daily time tracking routine becomes second nature after a few uses. Navigate to Timesheet and select Your Timesheet from the menu. You'll see your current week laid out in a grid where days run across the top and project rows run down the left side. Find today's column, then locate or add a row for the project you worked on. Click the cell where your project intersects with today's date, type your hours in decimal format (3.5 for three and a half hours), optionally add a comment describing what you accomplished, and the entry saves automatically as you move to the next cell. This quick process takes just seconds per entry, making it easy to log time multiple times throughout the day or all at once at day's end.
Weekly Submission
At the end of your work week, you'll complete all remaining time entries and then take a moment to review your totals. Check that the hours make sense - do they add up to roughly what you expected? Are there any obvious gaps or duplications? Once you're confident everything is accurate, click the Submit button to send your timesheet for manager approval. The submission changes your timesheet status to Pending, locking it from further edits while your manager reviews it. Once they approve your hours, the status changes to Approved and those hours become available for billing. This approval workflow ensures that only verified time makes it onto client invoices, providing quality control in your billing process.
Copying Last Week
For people with consistent work patterns - perhaps you work on the same three projects every week with similar hour distributions - the copy feature is a huge time saver. Switch your view to last week's timesheet, tick the checkboxes next to the rows representing work that will repeat this week, and click the copy icon. A calendar picker appears asking where you want to paste these entries. Select this week (or any future week), confirm your choice, and the entries appear in the destination week with the same projects, jobs, and hour amounts. You can then adjust the hours as needed for this week's actual work, but you've eliminated the tedious task of recreating the same project rows from scratch.
Approving Team Time (Managers)
Managers start their approval workflow by navigating to Manage Timesheets, where they see a consolidated view of all team members' timesheets. Filter options let you narrow the view by date range and team, helping you focus on the timesheets that need attention this week. As you review each timesheet, you're checking for accuracy - do the hours seem reasonable, are they assigned to the right projects, are there any obvious errors? For entries that look correct, click the Approve button to mark them ready for billing. When you spot issues - maybe someone logged time to the wrong project, or the hours seem inflated - click Reject and add a comment explaining what needs correction. This sends the timesheet back to the team member for fixes before resubmission, maintaining the integrity of your billing data.
Quick Links
Getting Started
- Creating Time Entries - Basic time logging
- Understanding the Interface - Layout and controls
Productivity Tips
- Copying Timesheet Rows - Save time with repeating entries
- Time Tracking Tips - Best practices and shortcuts
For Managers
- Approving Timesheets - Desktop approval workflow
- Mobile Approvals - Approve on the go
Configuration
- Non-Billable Hours - Internal time tracking
- Timesheet Settings - Configure defaults
Timesheet Status
Your timesheet can be in different states:
| Status | What It Means | What You Can Do |
|---|---|---|
| Active | Currently logging time | Add, edit, delete entries |
| Pending | Submitted, awaiting approval | View only, can't edit |
| Approved | Manager approved | Locked, ready for billing |
| Rejected | Needs corrections | Edit and resubmit |
Best Practices
Pro Tips
Log Time Daily The single most effective practice for accurate time tracking is logging your hours at the end of each day while the work is fresh in your memory. Waiting until Friday afternoon to reconstruct your entire week inevitably leads to forgotten tasks, misremembered durations, and approximations that compound into significant inaccuracy. Daily logging takes just a minute or two per day and yields dramatically better data quality, which flows through to more accurate billing, better project profitability metrics, and stronger client relationships built on transparent, verifiable work records.
Be Specific When selecting jobs and adding comments to your time entries, err on the side of specificity rather than vagueness. Use clear, descriptive job and task names that will make sense to others reviewing your timesheet - "Client Meeting - Q4 Planning" is far more informative than just "Meeting." Add comments that briefly explain what you accomplished during those hours, particularly for client work that will be billed. This specificity helps tremendously when your manager reviews timesheets, when billing teams create invoices, and when you or others need to reference what happened on a project weeks or months later. The extra ten seconds spent writing a clear description pays dividends repeatedly over time.
Check Billable Status Make it a habit to double-check that your time is categorized correctly as billable or non-billable. Client work should generally be marked billable since it will generate invoices and revenue. Internal company work - training, administrative tasks, internal meetings - should be non-billable since it contributes to your capacity utilization but won't be invoiced. This distinction affects invoicing accuracy and revenue tracking, and mistakes here can cause problems ranging from under-billing clients to inflated revenue projections. When in doubt about whether something is billable, ask your manager before logging the time.
Submit on Time Treat timesheet deadlines with the same seriousness you'd treat client deadlines, because late timesheets have real consequences for the business. When you submit late - typically the deadline is Friday end of day for that week's work - you delay billing since managers can't approve what hasn't been submitted. This billing delay affects cash flow, pushes invoices into later periods than they should appear, and makes project profitability reporting inaccurate because current period work doesn't show up until future periods. Getting your timesheet in on time is a small personal discipline that contributes meaningfully to business operations.
Common Questions
Q: Can I edit my timesheet after submitting? A: Not while it's pending approval. If you need changes, ask your manager to reject it, then you can edit and resubmit.
Q: What's the difference between billable and non-billable hours? A: Billable hours are work you can invoice to clients. Non-billable is internal work like training, admin, or internal projects. Learn more →
Q: How do I log time for multiple projects in one day? A: Add multiple rows to your timesheet - one for each project. Enter hours in the same day column for each project row.
Q: Can I see my total hours for the month? A: Yes, use the date range selector to view multiple weeks. Your total hours appear in the summary section.
Q: What if I forgot to log time from last week? A: You can go back to previous weeks and add entries, but you'll need approval again if that week was already approved.
Troubleshooting
Can't Edit Timesheet
Cause: Timesheet is submitted or approved
Solution:
- Pending: Ask manager to reject so you can edit
- Approved: Usually can't change - create adjustment in current week
Hours Not Showing on Bill
Causes:
- Not approved yet
- Marked as non-billable
- Already billed on previous invoice
Solution: Check timesheet status and billable flag
Timesheet Won't Submit
Causes:
- Missing required fields
- Invalid hour amounts
- No hours entered
Solution: Review validation errors, fix issues, try again
What's Next?
Ready to start tracking time?
For managers:
Need Help?
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